Only departments or activities authorized by ETSU's Office of Financial Services should
accept payments for the University.

How often do I deposit payments and where?

All payments should be deposited intact to ETSU's Office of Financial Services or
a University approved bank account for off-campus locations. These deposits should
be made within three business days or daily when an office has collected $500 or more.

Where do I keep the money before transfer to the Office of Financial Services or University
approved bank account?

All funds collected on behalf of the University should be secured at all times under
lock with limited access.

Should I give a receipt?

Anyone making a payment to the University must be given a receipt detailing the payee,
date paid, amount, payment method, and purpose of the payment.

How should checks be endorsed?

All checks should be made payable to ETSU and restrictively endorsed "For Deposit
Only ETSU" immediately upon receipt.

What if I need to void a receipt?

The original receipt must be retained and attached to the copy.

What if I have an overage or shortage?

All overages and shortages should be reported to ETSU's Office of Financial Services immediately.
In the case of thefts, please notify Public Safety at (423) 439-4480 and Internal
Audit at (423) 439-6155.

Normally expenses will be reimbursed after incurred. Travel advances are available
only under extraordinary circumstances. The employee must prepare a request for Exception
for Travel Advance, which is found under the travel forms at: www.etsu.edu/bf/forms.php#travel.

How do I get reimbursed for my travel expenses?

Upon return the employee must submit a claim within 30 days detailing actual expenses
approved by their supervisor.

How do I request payment for conference or seminar registration fees?

The Procard may be used for payment of conference registrations, workshop registrations,
and booth/exhibitor fees.

If Procards are not accepted as a form of payment, the registration can be paid by
check by completing the Registration Fee Prepayment Request Form and forwarding this
to the Office of Procurement and Contract Services. This form can be found under the
travel forms at: www.etsu.edu/bf/forms.php#travel.

For further information please refer to the ETSU Board of Trustees, General Travel Policy, or if assistance is needed, please contact the Office of Procurement and Contract
Services at (423) 439-4224 or the Department of Internal Audit at (423) 439-6155.

What purchasing methods are available?

Purchase Requisitions - should be submitted online through the eBucs system.

A non-exempt employee cannot volunteer for the same position in which they are being
paid.

Do overtime hours need to be approved?

An employee must receive approval from their supervisor prior to working any overtime.
In order to avoid potential miscommunications, written approval should be obtained
and maintained with the timekeeping records.

Should all overtime worked be recorded on the timesheet?

Any overtime worked by a non-exempt employee must be recorded on the timesheet.

What should I do if I am asked to work overtime but not record the hours?

For further information please refer to the ETSU Board of Trustees, General Personnel Policy. If additional assistance is needed, please contact the Department of Human Resources
at (423) 439-4457 or (423) 439-5825, the Payroll Office at (423) 439-5320, or the
Department of Internal Audit at (423) 439-6155.